A.

Finance Department - Fund Request Work Flow

Robert Francis Cruz

Requestor Finance Department Robert Francis Cruz

Robert Francis Cruz

Receive Docs and

Start
Robert Francis Cruz

Conduct Initial
Robert Francis Cruz

Validation

Required Documents: Are the documents

Compile and submitted
- Request For Payment submit required
Robert Francis Cruz complete? Robert Francis Cruz
Robert Francis Cruz

- Sales Invoice documents Robert Francis Cruz

Robert Francis Cruz

- Official Receipt
No
- Acknowledgement Yes
Receipt
- Bank Details (if
applicable) Is the Request
Hold Robert Francis Cruz

Robert Francis Cruz

No Approved by HOD
Robert Francis Cruz
Robert Francis Cruz

of the requestor?
Robert Francis Cruz

Yes

A1 B1
 B. Finance Department - Cash Voucher Preparation
Finance Specialist Robert Francis Cruz Robert Francis Cruz Finance Manager

B1

Cash
Robert Francis Cruz Checks Cash
Robert Francis Cruz

Details Needed: Voucher Ledger and

Preparation Robert Francis Cruz

Provides CV# to
- Date use
Robert Francis Cruz

- Payee
- Amount of
Request Robert Francis Cruz

- Transaction Encode all

Description transaction
- Account Name to details on the CV
be used
Conduct CV Checking
- Project Code
and 2nd Receipts Robert Francis Cruz

- Cash Voucher #
Validation Robert Francis Cruz

Identify Submit Cash Voucher

Transaction with Complete Robert Francis Cruz

Type Robert Francis Cruz

Attachments
Cash Advance Robert Francis Cruz Does
the CV
contained all the
Robert Francis Cruz

No B1 C1
Cash
Reimbursement/
required
Check Cash Advance
Robert Francis Cruz

Receipt details?
Monitoring and Robert Francis Cruz

Provide CA# to use; Robert Francis Cruz

encode to CV and CA Yes

Monitoring File
Robert Francis Cruz

Cash Disbursement
Are
all the D1 E1 F1 G1
Finance Print Cash
Robert Francis Cruz

documents Robert Francis Cruz

Shared Robert Francis Cruz

Voucher submitted
No A1
Drive complete?

Cash Receipt Robert Francis Cruz

Yes Submit Cash Voucher

B2 with Complete
Attachments and
Robert Francis Cruz

Cash
 C. Finance Department - Fund Release Flow
Finance Manager Finance Specialist

C1
Receive Cash Voucher
with Complete Robert Francis Cruz

Attachments plus Cash

Receive Cash VoucherRobert Francis Cruz

Released
with Complete
Attachments

Is the amount of
Final Finance Approval
Cash Received C1
Robert Francis Cruz

(refer to Types of Requests and Approver) Robert Francis Cruz

No
Correct?

Yes
No Approved? Robert Francis Cruz
Yes

Bank-in
or In-Person
Encode Release?
Error in Bank-In
Robert FrancisCruz

In-Person
B1
Robert Francis Cruz

Yes Transaction
CV? Details in
Cash Ledger Robert Francis Cruz

Finance will Deposit Release

Cash to Bank details
Robert Francis Cruz

K1 Cash to
No B2 provided by the Requestor Robert Francis Cruz

requestor
Prepare
Robert FrancisCruz

A1 Cash for Deposit Robert Francis Cruz

B2
Releasing Slip Initial
Scanning
Robert Francis Cruz

Attach Deposit Slip

to CV for filing and Robert Francis Cruz
I1
Scanning
 D. Finance Department - Top-Up Transactions E. Finance Department - BDT to PHP Transactions
Finance Specialist Finance Manager Finance Specialist Finance Manager

Received Received
Start Top-Up Robert Francis Cruz

Start Exchange Robert Francis Cruz

E1
Request D1
Request

Submit Entry in Robert Francis Cruz

Top-Up Submit Entry in Safekeeping Robert Francis Cruz

Monitoring File Review Docs. Robert Francis Cruz

HOLD BDT to PHP Robert Francis Cruz

Cash by
and Cash Monitoring File putting it in
Encode to Fund
PHP or USD? USD Movement and
Robert Francis Cruz Robert Francis Cruz

USD Cash Flow

the vault
No
PHP B2
End
Robert Francis Cruz Received
Complete
Robert Francis Cruz

Top-Up to or
Robert Francis Cruz

PHP?
Top-Up To B1 Updating Cash
Robert Francis Cruz

Top-from?
Is the Amount Ledger
Received Robert Francis Cruz
Yes
Top-Up From No
same as the
CV Amount? Update Entry in Inform Group that BDT to
Robert Francis Cruz

BDT to PHP
Yes B1 PHP Exchange been
Transactions Robert Francis Cruz

Cash Monitoring File received.

Count Robert Francis Cruz

Safekeeping Robert Francis Cruz

Cash by
Option putting it in Transfer CV
Is the Amount B2 the vault J1 Initial Scan of
Robert Francis Cruz

and
Received Documents
Attachments Robert Francis Cruz

same as the
Top-up
Robert Francis Cruz
No
Request? Updating Cash
Robert Francis Cruz

HOLD Ledger E2
Yes
Notify Sender
that the amount
B1 did not tally. Inform Group that Top-Up
Robert Francis Cruz

Update Entry in BDT to Robert Francis Cruz

has been received. PHP Transactions when

the Exchange was
reflected in Billing
Transfer CV
Initial Scan of
Robert Francis Cruz

Robert Francis Cruz

J1 and
Documents End
Attachments
 F. Finance Department - Accommodation Deposit Monitoring G. Finance Department - Other Income
Finance Specialist Finance Manager Finance Specialist Finance Manager
*Acquisition Received
Accommodation Robert Francis Cruz

Start F1 Start G1
Acquisition
Request

Details Needed: Acquire Lease

Robert Francis Cruz

- Accommodation Receive Cash that will be Safekeeping

Robert Francis Cruz

Contract
Robert Francis Cruz

Name
treated as other income Cash by
- Address
- Accommodation putting it in
Code (Number)
- Amount of Update
the vault
Advance and/or
Deposit
Accommodation
Robert Francis Cruz

- Contract Term Deposit Monitoring Robert Francis Cruz

Safekeeping
Robert Francis Cruz
Are the cash received, B2
File details and
Robert Francis Cruz

Cash by documentation
putting it in complete to recognize
B1 the vault No this income? Yes

*End of Contract
Updating Cash
Admin informs Robert Francis Cruz

Ledger
Robert Francis Cruz

what will
Start
*End of Contract happen to the HOLD B1
Security
Deposit

B2
Update Initial Transfer CV
Accommodation Robert Francis Cruz

J1 Scanning
Robert Francis Cruz
and Robert Francis Cruz

Desposit
Monitoring File Attachments
Updating Cash Robert Francis Cruz

is the deposit
Robert Francis Cruz

recoverable?
Yes Ledger

No Is the Cash
Received Robert Francis Cruz

Complete?
End
Robert Francis Cruz

No
Yes

HOLD

Notify Sender that the B1

amount did not tally.

Transfer CV
Initial
J1 and
Scanning
Robert Francis Cruz

Attachments Robert Francis Cruz

 H. Finance Department - Contra Entries I. Finance Department - Split Costs
Finance Specialist Finance Manager Finance Specialist

Divide Cost
for each Supporting
H1 I1 type by the Computation Robert Francis Cruz

Headcount
Robert Francis Cruz

Organize
Headcount for
Analyze Costs by the projects
Robert Francis Cruz

Transaction summing involved on this Print

Analyze Items and Receive Documents expenses with Supporting
Robert Francis Cruz

transaction
identify declared and from other department
Robert FrancisCruz Robert Francis Cruz

the same type.

Robert Francis Cruz

Computation
undeclared expenses Robert Francis Cruz
about contra entries
Yes

Do we need to Are the expenses

directly split the Total Expense Attach to
Robert Francis Cruz

varied/can be
PHP or Encode to Fund Yes No divided by the Cash
- GLBS and/or CO
Robert Francis Cruz Robert Francis Cruz
Robert Francis Cruz

cost across entered into different

Robert Francis Cruz

USD Movement and

USD?
Robert Francis Cruz
Headcount Voucher
USD Cash Flow Billing accounts?
projects?
- Payroll Report
PHP - Offshore Expense No
(PHP and USD)
End
Are there
undeclared Robert Francis Cruz

transactions? No Is the Update Fixed

Robert FrancisCruz

transaction for a Robert Francis Cruz

Asset
Yes Monitoring and B2
Yes CW Fixed Depreciation
Asset? Schedule
Separate
undeclared
transactions and Robert Francis Cruz
No
encode it under
book B; declared
on book A

Would the cost Tag the Cost

be split later on Robert Francis Cruz
Yes
center of the Robert Francis Cruz

Declared Undeclared
Robert Francis Cruz Robert Francis Cruz

billing? cost under

CW

No

I1
J1
 J. Finance Department - Journalizing Transactions
Finance Specialist

Check Fund
Open Movement Tab - the Which Book
Is this a Does Book A have
Robert Francis Cruz

J1 Finance Cash
Robert Francis Cruz

difference between J2 Should the

Robert Francis Cruz

Book A No
contra entry?
Robert Francis Cruz

Cash Balance? Robert Francis Cruz

Report Fund Movement and Transaction go?

Cash Flow
Yes No
Troubleshooting Floating Fund Movement Balance
Robert Francis Cruz

J2 Make a debit to cash, then a credit Initiate Fund Transfer by Dr

to Advances from Affiliates - tag the Cash Book A and Cr Cash Book Yes
book of the cash entry under the
Robert Francis Cruz
B; tagging the FT on the Book it
Book B codes found on Cash Flow is in (do this on both Book A and
Robert Francis Cruz

Statement (Cash in Section) Book B)

Is the
Balance of FM
Robert Francis Cruz

Yes End
= 0?
Transaction Information:
Encode Cash
Transaction - Date - Particulars
No Robert Francis Cruz

Voucher
Robert Francis Cruz

- Month - Account Code

Information on - Payee - Cost Center
Are the entries still respective books - Book - Debit
Remove Entries - Cash Voucher # - Credit
Check Cash Report being captured by
and Insert Rows
Formula the coverage
Robert Francis Cruz

before the last Robert Francis Cruz

of rows still being

No the Cash Flow
Robert Francis Cruz

J3
Row on the Cash
Flow Formula captured. Statement Is there a floating
Formula? Encode
balance on Fund Yes
Transaction on Robert FrancisCruz
J2 B2
Yes Movement?
Robert Francis Cruz

Fund Movement

Correct Check all Fund No

Are all JE
Fund Movement Entries Robert Francis Cruz

No recorded in Fund
Movement Robert Francis Cruz

and identify the Movement? Is the entry Fund Movement

Entry incorrect entry reflecting on the Balance = Cash
Robert Francis Cruz

Yes Yes End

Cash Flow Robert Francis Cruz
Balance Ledger
Yes Report? Balance?
Correct the Check Entries and Cash
Journal identify the
Robert Francis Cruz

Ledger
Robert Francis Cruz

Reconcile
entries
Robert Francis Cruz

incorrect entry No
No
Adjust
Balances Robert Francis Cruz

Cash Ledger
Ledger
*Check Entries - make sure that the entry is
Robert Francis Cruz

Book
correct especially the Month, Book, Account J3 or Ledger
Robert FrancisCruz

Code, Cost Center, Debit and Credit Columns as Robert Francis Cruz
Error?
Adjust
these are the data being captured by the report. Book EntryRobert Francis Cruz
Book
 K. Finance Department - Liquidation Process
Requestor Finance Specialist

Submit Expense
Report, Affidavit and
K1
Receipts and/or Cash
Robert Francis Cruz

(if applicable)

Received
Cash from Robert Francis Cruz

Finance

Are all the

submitted receipts Robert FrancisCruz

K2 No
complete on the
Spend fund
Expense Report?
on intended
Robert Francis Cruz

purchase of
goods/services. Yes
Yes

Are all the funds

Compile Proof Are all the Is the Fund Return Cash
No Outstanding for more Returned and tally
of purchase Funds Used
Robert Francis Cruz
No than 60 days from No to Finance No
with the Expense
Robert Francis Cruz Robert Francis Cruz

supposed clearing
Up? Robert Francis Cruz

date? DepartmentRobert Francis Cruz

Report?

Yes
Yes
Are all the
Yes
intended HOD:
purchase Yes Submit Letter
Robert Francis Cruz Robert Francis Cruz

Is the reason Robert Francis Cruz

No
complete? of Explanation valid?
Update Cash
Robert Francis Cruz

Requestor will be charged

Yes for the full amount of the
Robert FrancisCruz Advance
lost receipt(s)/funds Monitoring
Are compiled File
Robert Francis Cruz

Generate Lost HOD:

Generate receipts and
No
Receipt Is the Affidavit
Robert FrancisCruz
No
Expense Report affidavits
Affidavit Approved?
complete?
Robert Francis Cruz Robert Francis Cruz

Yes
K2 I1
 L. Finance Department - Month-End Closing Process
Requestor Finance Manager Finance Specialist

Requestors must
liquidate on or Cash Cash Cash Cash Accommodation BDT to PHP
Top-Up
before the stated Start Voucher Advance Deposit Transactions
Monitoring
Report Ledger Monitoring Monitoring Monitoring
cut-off.

All Requests after the

Cut-off will be reflected
on the following
Announces Robert Francis Cruz

month's book cut off for the

Double Is Find and
current
Checking of everything
Robert Francis Cruz

No correct
month
Entries tallied? errors
K2
Send updated
Cash Advance Yes
Yes monitoring file
Cash
Sends List of Flow Report
Robert Francis Cruz

Are there other Previous Month's

pending
Robert Francis Cruz
Requestors that Robert Francis Cruz

End Balance = No
requestors? have pending Ledger
Balance
liquidation

Are all the Yes

No
Hold No entries Yes
complete? Copy Book A and
Received Book B entries to
Robert Francis Cruz

Financial
Documents for Robert Francis Cruz

No
Yes H1 Transactions Tab
Contra
Entries?

Cash Ledger = Filter Cash

Cash Flow Report Book A
No and Book B (PHP and
Robert Francis Cruz
Entries and copy Robert Francis Cruz

USD) Balance? them to Cash

Ledger Tab

Inform Finance
Specialist that there are
Robert Francis Cruz

Yes
no Contra Entries

Hide Unnecessary
Finance
Robert Francis Cruz

Reviews Report then

Robert Francis Cruz

Submit Report to Tabs - Leave Cash

Save
submits report to HQ Finance Manager
Robert Francis Cruz Robert Francis Cruz
Flow Reports (USD Shared
and PHP) only
Drive Robert Francis Cruz

End
 M. Finance Department - Accommodation Report
Finance Specialist Finance Manager

Start

No Open Robert Francis Cruz

Open Cash
Accommodation
Report Robert Francis Cruz

Report

Set-up Filter
Accommodation Robert Francis Cruz
Accommodation
Robert Francis Cruz

Expense Tab Entries

Transferred
Robert Francis Cruz

all information to
Accommodation
Expense
Tab?

Yes

Set-up Double-check
Formulas in computation
Robert Francis Cruz

Recap Tab Robert Francis Cruz

Get
Accommodation
headcount from
Robert Francis Cruz

Admin Report

Set-up Headcount
Tab by copying Approved?
Robert Francis Cruz
No
Project Codes on Robert Francis Cruz

Yes
Cash Flow Report No
Yes
B2

Set-up Is the End

Formulas in Robert Francis Cruz
computation
Robert Francis Cruz

Billing Tab correct?

 N. Finance Department - Expense Report analysis for Billable Costs
Finance Specialist Finance Manager

No

Start Are there

Will be split on
Yes significant Yes
billing or not?
Robert Francis Cruz

charges?
Robert Francis Cruz

Open Are the No Yes

Cash Report
Robert Francis Cruz
charges No
submitted to correct?
Robert Francis Cruz

Take note
HQ Write down and include
Accounts that will be
split in billing should be the analysis Robert Francis Cruz

in billable Robert Francis Cruz

excluded in the notes

items
Open Check and
Correct Notes to Profit
Robert Francis Cruz

Previous Month's
Robert Francis Cruz

Analyze
Robert Francis Cruz

Profit and Loss

Robert Francis Cruz

Errors and Loss

Statement CW Are there other Yes
Charges Significant
Robert Francis Cruz

Charges to
take note of ?

Check and No
Set Up Current Expense
Month's Profit
Robert Francis Cruz
analyze report
Project
Robert Francis Cruz
O3
and Loss analysis for
Charged billable costs
Robert Francis Cruz

amounts

Copy Current Set Up Profit

Month's Cash
Robert Francis Cruz and Loss
Flow Report Statement
Robert Francis Cruz
B2
Expenses Notes

No

Is the total amount

Initial Expense
Robert Francis Cruz

Robert Francis Cruz

of Expenses
Yes Report
Balance on Both
Reports?
 O. Finance Department - Project Billing Pt. 1
Finance Manager

Open Previous Set Up File Go to 'Billing' Tab Connect 'DT' and

Month's Billing Details Tab 'Details' to Add Service Fee

Robert Francis Cruz

O1 Robert Francis Cruz

for current and check the Robert Francis Cruz

corresponding
Robert Francis Cruz

(15%)
O2
Report month formulas Accounts

Yes

Update Split Charges

Connect Meal, Travel Insert Cash Flow Is Current Did you fill out
and Accommodation, Open Cash Open SQM data
Robert Francis Cruz

using
Robert Francis Cruz

Representation and Statement and No Cash Report No all the items in

rename as "DT" Report
Robert Francis Cruz

'Rental' Tab Robert Francis Cruz

from IT SQM/Vacant Robert FrancisCruz

Bank Charges from DT Robert Francis Cruz

Included? Details tab?
Report seats x 110%
Yes
No
Is
Connect all Insert Open Get Billing
Accommodation Accommodation
Robert Francis Cruz

Accommodation Robert Francis Cruz

AccommodationRobert Francis Cruz

Is there a billing Entries (Office

Robert Francis Cruz

and Meal No Report and from CO/GLBS?

Yes Open 'DT' Tab
Robert Francis Cruz

Report on Report and Rent, Utilities

Charges to Meals
Details Tab Billing File Cash Report MSC, etc.)
Included?
Admin Yes
Yes
Report
Split Total Filter Is Compared IT
Transportation Transportation-related System, Open IT
Expense based on Transportation Compare both
Expense and paste Open 'DT' Tab Robert Francis Cruz
No Application and No
Admin Headcount
Robert Francis Cruz

it on Company Expense Split Web Services to Report Robert Francis Cruz

reports
(Exclude CW on Robert Francis Cruz

Count) Service Tab already? Book?

Yes
Yes

Headcount*Fixed Is HR Are all

Charge (Currently Is IT Report items in book Use IT Report
Hold No Headcount No Hold Yes
@ PHP Available? Billing Charges
present?
2,000.00/head)
Robert Francis Cruz
Available?
No
Yes
Yes
Ask IT to double check
their report

Are Office Are Split Total Expense

professional/ Open "DT" based on HR
Robert Francis Cruz

Supplies Charge
No service/ legal/ license No Headcount
computed fees split Tab (Exclude CW on
Already? already?
Count)

Yes
 Do we have
Are all Connect 'Billing' additional
Robert Francis Cruz

Is there BDT to
computations charges to Billing Report
Robert Francis Cruz

O2 Robert Francis Cruz

Yes to Each Project

Robert Francis Cruz
No PHP Transactions Robert Francis Cruz
No
Correct? Billing Tab include in for this period?
billing? Yes Yes
O. Finance Department - Project Billing Pt. 2

Yes Yes

Add Add B2
Is everything Is everything
Robert Francis Cruz

Charges to
Robert Francis Cruz Robert Francis Cruz

Charges to
O1 No O3
individual included? individual
Robert Francis Cruz

included?
Finance Manager

billing billing
Submit to Ms.
Sharon for
Robert Francis Cruz

Review
E2

Make
adjustments as
Robert Francis Cruz

per Ms. Sharon's

No Approved? Robert Francis Cruz

instructions

Yes

Submit to HQ
Robert Francis Cruz
 P. Finance Department - Profit and Loss Statement
Finance Specialist

Enter Current
Set-up Current Enter Expense report
Open Profit Enter Other
Robert Francis Cruz Robert Francis Cruz

Month's Robert Francis Cruz

Start Month Expense

Robert Francis Cruz

analysis for
and Loss File (Formula)
Billling Robert Francis Cruz
Income
Report billable costs
Robert Francis Cruz

Report

Information Needed:
Cash Flow
- Total Bill Amount Robert Francis Cruz

Report Robert Francis Cruz

- Service Charge

Robert Francis Cruz

Reclass
Billing Report Expenses
Split under Robert Francis Cruz

Billing

No

Are we able to
reclass all
expense under
Robert Francis Cruz

billing?

Yes

Review Notes
to Profit and
Robert Francis Cruz

B2
Loss
Statement

Profit and Loss

Submit to Statement - Are the notes Robert Francis Cruz

Robert Francis Cruz

Yes No Revise Notes

Robert Francis Cruz

Finance Head
Robert Francis Cruz
Final complete?